Forty employees, one van, a stack of forms
A manufacturer asks your clinic to carry out hearing checks for staff who work in noisy areas. They email a spreadsheet of names, shift patterns and departments. Your team books a day on site, prints forms, tests everyone who turns up, then spends two days writing up results, chasing the ones who missed, and producing a report for the employer's health and safety lead.
Next year, the same employer wants the retests, and a new batch of starters. The spreadsheet has changed. Some people left. Nobody is quite sure who was referred on last time.
Why occupational work is so admin-heavy
- Employee lists arrive in each employer's own format and change constantly.
- Testing happens on site, often in a van or a quiet room, with paper forms.
- Individual results need to go to the employee, and a summary to the employer, with different levels of detail.
- Baseline and repeat tests must be compared, which means finding last year's result.
- Employers want reports in their own layout for their health surveillance records.
- Retest reminders depend on someone keeping a list per employer.
What it costs to do it by hand
Occupational work can be steady business for a hearing clinic, but it is easy to underprice the admin. Write-up days, chasing missed employees and rebuilding reports each year eat the margin. Errors in employee details lead to results filed against the wrong person. And an employer who waits weeks for a report may look elsewhere next year.
| Stage | Manual pain | What we build |
|---|---|---|
| Employee list | Spreadsheets in every format | Portal upload with column mapping |
| Booking | Emails back and forth | Time slots the employer allocates |
| Testing | Paper forms on site | Tablet app, works offline |
| Comparison | Finding last year's form | Previous result shown alongside |
| Reporting | Rebuilt in Word each time | Generated from your template |
| Retests | A list someone keeps | Automatic due dates per employee |
The occupational screening system we build
- Each employer gets a simple portal to upload or update their employee list. Columns are mapped once, so their format does not matter.
- The employer allocates people to slots for a site day, and employees receive the time and any instructions you set.
- On the day, the clinician uses a tablet app to confirm identity, record consent, and capture results, or import them from the audiometer's software where it allows export.
- Previous results for that employee appear alongside, so the clinician can see change over time.
- Your clinical team's categorisation and referral decisions are recorded against each result. The system does not make them.
- Individual letters and the employer summary are generated from your templates, with the level of detail your policy sets for each audience, and checked before sending.
- Due dates for repeat tests are set per employee, and the employer is sent a list of who is due before your next visit.
Invoices per employer can be pushed to Xero, QuickBooks or Sage based on tests completed, so billing matches the work.
What your occupational service looks like afterwards
Employers send lists in whatever format they have. Site days are planned with names in slots. Results are captured once, on the day. Reports go out quickly, and they look the same every time. Next year's retests are already listed. The clinic can take on more employers without taking on more admin.
Is this your occupational workload?
- Every employer sends staff lists in a different spreadsheet layout.
- Test results are written on paper forms and typed up later.
- Finding an employee's previous result takes time.
- Employer reports are rebuilt by hand for each visit.
- You keep a separate list of who is due for retest.